In short
- A crew brief is a short list of moments, times, places, people and contacts, not a copy of the whole programme.
- Mark what must be filmed, what is nice to have and what must stay unfilmed.
- Name one person on site who can answer the crew's questions, and a backup.
- Share only the personal details the crew needs to do the job.
A good filming brief fits on one or two pages and answers five things: what happens when, where, who matters, what must be filmed, and who to call. It turns your long programme into instructions a crew can follow without asking you every ten minutes.
What goes into a brief the crew can use
Start from your run sheet, then cut it down to what affects filming. The crew does not need every line of the programme. They need the parts that decide where they stand, what they record and who they ask.
| Section | What to write | Why the crew needs it |
|---|---|---|
| Event basics | Name, date, venue, hall or room, purpose of the video | So the crew prepares for the right event and the right use |
| Timeline | Start times of each segment, and which ones can slip | So cameras are in place before the moment, not after |
| Must-film moments | The few moments that cannot be repeated, with the sound that goes with them | So effort goes to what you would miss most |
| Nice-to-have moments | Extra views, crowd scenes, setup, details | So spare time has a purpose |
| Do not film | People, areas or segments to leave out | So the day holds no surprises |
| Key people by role | Guest of honour, emcee, speakers, award presenters | So the crew can recognise them without a guest list |
| Contacts and access | On-site decision maker, backup, venue contact, loading and parking | So the crew can get in and get answers |
| Outputs | Which videos you want and who approves them | So filming matches what will be edited |
If you are still choosing the outputs, our guide to choosing the finished videos and files helps. Our event video brief builder turns these sections into a readable brief you can send.
A short illustrative example
This is an example only, not a real client. Say a company holds a half-day staff day with a talk, an awards segment and lunch. Useful brief lines look like this:
- 9:30 am, opening speech by the CEO, main hall. Must film in full, with clear sound from the podium microphone. Contact: the event coordinator.
- 10:15 am, awards, main hall. Must film each winner receiving the award. The emcee reads the names from a list shared on the day.
- 12:30 pm, lunch. Nice to have: guests talking, table details. Do not film the VIP room.
Notice what is missing: no long background paragraph, no full guest list. Each line has a time, a place, a priority and a person.
What to share before the event
Prepare these before you pass the brief to the videographer. This is the final information checklist, and it is different from the minimum you need for a first quote.
- The latest run sheet, with unconfirmed parts marked.
- The must-film moments and the names or roles tied to them.
- Who decides on site, and who is the backup.
- Venue contact, access times, loading route and parking.
- Any rules from the venue, such as restricted areas or approval for filming.
- Rules about people: guests or children who should not be filmed, and how the video will be shared.
Share personal details with care. A phone number for the on-site contact is needed. A full guest list, identity numbers or private health details are not.
If a person’s name matters for a caption or a speech, give the name and role only. For more on filming and sharing responsibilities, see the filming and publication responsibilities checklist.
Who owns what
You own the facts: the programme, the priorities, the people and the boundaries. We own the plan for cameras, sound and positions, and tell you early which moments cannot be covered. If two things happen at once, say which matters more. Our guide to planning video for simultaneous activities explains how conflicts are found.
What we confirm for your event
- Which parts of your brief are unclear to us, as questions back to you.
- Which moments the agreed crew can cover, and the alternative for any that clash.
- Who from our team is your contact on the day.
- How you tell us about programme changes, and who passes them to the crew.
Once the brief is ready, read how to plan camera coverage around the run sheet. We can also turn a rough programme into a brief with you as part of event videography planning.
If you have a run sheet, even a rough one, send it with the date and venue. We will turn it into questions and a coverage suggestion, and tell you what we still need to confirm.
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